SADIE insights and extras

SADIE delegates and designates

Prescribers can authorize delegates and designates to support the preparation and submission of Exceptional Access Program (EAP) requests. While both roles assist with requests, their permissions and responsibilities differ.

Key differences between delegates and designates

Delegates have broad access and administrative capabilities within SADIE. They can:

• Submit EAP requests on behalf of prescribers.
• View and edit requests for all practice locations in:
  • Requests in Progress
  • Ready to Submit
  • Submitted Requests Awaiting Ministry Decision
  • Submitted Requests With Ministry Decision
• Create requests for any practice location.
• Manage practice location details, including adding or removing locations.
• Create, edit, and delete user profiles for both delegates and designates, including their own.

Designates have more limited access, focused on request preparation. They can:

• Create requests for practice locations they’ve been authorized to access.
• Forward requests to prescribers for review by moving them to the Ready to Submit list.
• View and edit requests for authorized practice locations in the following lists:
  • Requests in Progress
  • Ready to Submit
  • Submitted Requests Awaiting Ministry Decision
  • Submitted Requests With Ministry Decision
• Update practice location details.
• Delete their own designate account in SADIE.

Account and access information

• Delegates and designates can work with multiple prescribers using a single OPS BPS Secure account.
• A prescriber must first authorize the delegate or designate in OPS BPS Secure and then add their profile in SADIE before they can begin working on requests.
• There is no limit to the number of prescribers a delegate or designate can support.
• Similarly, prescribers can authorize any number of delegates and designates to assist with their requests.

For more information and instructions see Set-up a Delegate or Designate in SADIE.

SADIE accounts for PSP/DAN employees

Prescribers can set-up an individual at a Patient Support Program (PSP) / Drug Access Navigator (DAN) as delegate or designate.

To ensure the protection of a patient’s personal health information, and to support the prescriber workflow of having a PSP or DAN assist with EAP requests, a prescriber may want to create a unique practice location for each PSP/DAN. Creating PSP/DAN specific practice locations will limit what the PSP/DAN designate can access to only those requests supported by their specific PSP/DAN. Delegates can view requests in progress for all practice locations.

Practice locations

Locations in SADIE

A location (or practice location) in SADIE is typically a physical address where a prescriber provides services to patients (for example: a prescriber’s office, clinic or hospital).

EAP and ODSP requests are associated with locations, which allows prescribers to determine which requests designates can view. Designates are assigned to location(s) and they only see saved requests, submitted requests, and assessment results for their assigned location(s), to ensure that patients’ personal health information is protected.

Maintaining location details in SADIE

SADIE users can manage locations in SADIE. Prescribers and delegates can add a new practice location, and they can delete a practice location. All users with access to a location can correct/update details (for example: address, telephone number or fax number) for an existing location.

For more information and instructions about how to maintain practice location information in SADIE, see Manage Locations.

Adding a new location or updates to the details of a location in SADIE and information — sharing with other Ministry groups

Changes to locations in SADIE (including adding new locations and deleting locations) are only used for programs utilizing SADIE for program delivery (for example: the Exceptional Access Program and Ontario Disability Support Program).

Changes to location details made in SADIE are not shared with other Ministry groups and do not impact or change a prescriber’s practice information for other OPS BPS Secure services, including MCEDT (billing).

Inactive location in ‘Requests in Progress’ and/or in ‘Requests with a Ministry Decision’

Inactive locations appear in your ‘Requests in Progress’ list and/or in your ‘Requests With a Ministry Decision’ list when a location has been deleted and it is no longer valid for use.

You will be able to see requests not submitted but associated to these locations. Once you open the request a message will display to let you know to select a currently active location. The inactive locations will no longer appear in this list once this is done.

Historical requests appear for an ‘Inactive’ location in the ‘Requests With a Ministry Decision’ list.

• Note: if you believe a location was deleted or inactivated in error please notify EAP by calling 1-866-811-9893 (after the language prompts, press 2).

Entering patient information

Patients with a valid Ontario Health card number

If using SADIE launched from your EMR, the patient’s Ontario Health card number, name and date of birth will automatically populate in the Patient screen.

If using SADIE accessed through the online portal/OPS BPS Secure, once you manually enter a valid Health card number in the Patient screen, the patient’s name and date of birth will automatically populate.

Patients without an Ontario Health card number

SADIE allows a prescriber/delegate to submit an EAP request for someone who does not yet have an Ontario Health card number. However, this will delay the request being assessed. An EAP representative will contact you for more information.

Selecting drugs and indications

Prescribers can submit requests for all EAP funded drugs through SADIE. Some drugs and indications will present you with a criteria-specific, smart form.

Searching for a drug in SADIE

Search for a drug by entering the drug’s name, generic (chemical) name or Drug Identification Number (DIN). As you type, any drugs matching your input will show in the list. Select the drug that you want to request.

Note that if you enter a drug’s name or a DIN, the generic (chemical) name of the drug is what appears and must be selected.

If the drug you are looking for is not in the list, you can type it in without selecting from the drop-down list.

Bolded indications in SADIE

When selecting a drug, some indications will appear bolded to highlight those most commonly associated with that drug—often due to EAP reimbursement criteria.

To ensure the best experience and access to criteria-specific smart forms, users should select both the drug and indication from the drop-down menus and click on the names to confirm their selection.

Changing the drug and/or indication in SADIE

Changing the drug and/or indication selected will change the reimbursement criteria and questions that display.

To see the reimbursement criteria and appropriate questions for your revised selection, you must always click the “x” at the right-hand side of the field to clear the previous information before entering your new drug and indication selection.

Determining if a request is an Initial or Renewal

SADIE determines if a request is an Initial or a Renewal once you confirm the patient’s information, and select a drug and indication.

In the background SADIE reviews the patient’s EAP request history (drugs, indications, prior approvals, durations, etc.) and determines the request type (Initial or Renewal).

System validation

Entering dates in SADIE

To enter dates, click anywhere in a field that contains the calendar icon to select a date. Fields requiring a date input can only be entered by opening the calendar control.

The SADIE User Guide (Appendix B) has specific instructions on how to use the calendar controls.

Required information highlighted on the ‘Review’ tab

On the ‘Review’ tab, the system identifies any required responses that were not provided in the clinical information section — ‘Details’ tab. Click on the yellow highlighted warning, and SADIE will take you to the incomplete field.

For clinically relevant questions on the ‘Details’ tab, you can still submit the request even when required values are not provided. However, you will be prompted to provide a rationale for why these questions were not answered.

Tracking and following up on requests

Confirmation the Request was successfully submitted

Once a Prescriber or delegate has submitted a request, a Request Submitted message appears confirming successful submission with an option to download/print a copy of the request.

Prescribers will receive EAP decisions, both approvals and rejections, for many drug requests within seconds of submitting the EAP request in SADIE.

Viewing the details for a Request that has been submitted to EAP

For many drug requests SADIE can determine if the request is approved or rejected within seconds. The message “Your request (00123456-01) has been approved” or “Your request (00123456-01) has been reviewed and is not approved for coverage under EAP” will display. Prescribers or delegates can select the ‘View Ministry’s response’ link to review:

• the Notice of Approval or Not Approved letter
• the Submission Details
• related Correspondence Exchanged with the Ministry

All users can see requests for practice locations they have access to by selecting ‘View Submitted’ in the menu. This screen will show requests submitted to the EAP through any method (for example: SADIE, Telephone Request Service, fax, mail).

The ‘Submitted Requests Awaiting Ministry Decision’ list displays requests awaiting an assessment outcome to be completed.

The ‘Submitted Requests With Ministry Decision’ list displays requests that have been assessed, along with their decisions and response letters.

Note: Prescribers and delegates have access to requests for all locations (practice locations) but designates only have access to requests for locations they have been assigned to.

Finding saved Requests in the ‘Requests in Progress’ list on the homepage

Requests in the ‘Requests in Progress’ list or the ‘Requests Ready to Submit’ list that have not been modified within the last 30 days are deleted for patient privacy and security reasons. You are encouraged to download/print the pdf of the requests when you submit them.

Requesting change(s) to details for an existing approval (amendment)

Prescribers, delegates and designates* can request changes (Change of DIN and/or Format, Change of Dose, Change to Approval Period, Other) for an existing approval on file, for a patient, when the same drug and indication is selected. SADIE reviews the patient’s EAP history and if appropriate it provides the option to request to amend details.

*Note: Designates can send amendment requests to prescribers and delegates to submit, for requests associated with locations for which they have access.

For more information and instructions about how to create and submit requests to amend details for an existing approval in SADIE, see Section 9.2 of the SADIE User Guide.

Providing further information for a Request that has been submitted to EAP

Prescribers, delegates and designates* can provide additional information for a previously submitted EAP request when they receive a “Further Information Required” notification.

*Note: Designates can send additional information to prescribers and delegates to submit, for requests associated with locations for which they have been provided access.

For more information and instructions about how to provide additional information in SADIE, see the Provide Additional Information guide.

Appealing a negative decision

Prescribers, delegates and designates* can use SADIE to submit appeals for a previously submitted EAP request when they receive a “Not approved” notification, and there is new/additional relevant clinical information.

*Note: Designates can send an appeal to prescribers and delegates to submit, for requests associated with locations for which they have been provided access.

For more information and instructions about how to submit an appeal, see the Appeal a Decision guide.

Updating and completing a Request started by another SADIE user

Designates can update requests associated with any practice location they are assigned to, even if created by another SADIE user, until the request is submitted to the EAP by the prescriber/delegate.

Delegates and prescribers can update requests associated with any practice location, even if created by another SADIE user, until the request is submitted to the EAP.

Email notifications

SADIE will send email notifications to users when there is an activity requiring their attention.

Managing email notifications

Currently, SADIE does not support turning off or customizing email notifications. However, the system is designed to limit unnecessary emails:

• Prescribers and Delegates only receive notifications when:
  • A Ministry decision is made.
  • A Designate sends them a request that appears in the “Ready to Submit” list.
• Designates only receive notifications when they are assigned to the practice location on the request and:
  • A Prescriber or Delegate submits a request.
  • A Ministry decision is made.

Email addresses used for notifications

Note: If no email address is available, SADIE cannot send a notification

Receiving email notifications from SADIE for Requests you did not work on

SADIE users (prescribers, delegates and designates) receive email notifications, sent to their OPS BPS Secure email accounts, to notify them of actions requiring their attention. If there is a practice location email address for the prescriber that is different from their OPS BPS Secure email address, the email notification is sent to both email addresses. For prescribers using SADIE launched from their EMR, email notifications will come to the email account associated with their ONE ID account.

Designates receive email notifications if they are currently assigned to the practice location identified on the request, regardless of who worked on or submitted the request.

Receiving email that a request is ‘Ready to Submit’ however not seeing the request in the ‘Requests Ready to Submit’ list

If you receive an email notification that a request is Ready to Submit and you don't see the request when you log into SADIE, it is likely that another user has already submitted the request, and it will not be found in the ‘Requests Ready to Submit’ list. The request will be found in the ‘Submitted Requests Awaiting Ministry Decision’ list or the ‘Submitted Requests with Ministry Decision’ list by selecting ‘View Submissions’ in the menu.

Submitting a request to SADIE through EMR

• Prescribers can submit Exceptional Access Program (EAP) requests by launching SADIE directly from participating community-based electronic medical record (EMR) systems
• EAP response letters can be electronically sent to prescribers’ EMRs

For more information and instructions about how to submit a request to SADIE through EMR, see the Accessing SADIE guide.